Accounting, Accounts Payable, Administrative Skills, Billing, Billing Records, Cataloguing, Database Administration, Documentation, Facilities Management, Financial Administration, Insurance Documentation, Liability Insurance, Microsoft Excel, Operations Management, Order Supplies, Purchasing/Procurement, Real Estate Sales, Reconciliation, Record Keeping, Records Management, Software Administration, Spreadsheets, Time Management
Department: Facilities Management
Sub-Department: N/A
Pay Grade: 104
FLSA Status: Full-time
Employment Status: Non-exempt
Reports to: Administrative Supervisor
Supervises: N/A
Job Summary:
To perform various secretarial and administrative functions in a timely manner to ensure efficient operation of department; and to act as liaison between the assigned department and other county agencies and/or departments.
Essential Job Functions:
- Accounts Payable: Processes invoices daily; verify accuracy of billing for contracted services; resolves billing discrepancies. Reconciles statements and resolves discrepancies.
- Administrative support: Serves as department receptionist; contacts workers for emergency work assignments; assists with a variety of administrative and secretarial projects; assists with the cataloging for and coordination of County surplus property sales.
- Purchasing: Submits department requests for services and materials associated with various projects; orders janitorial supplies on a monthly basis; orders office supplies as needed. Submits contract documents as needed.
- Records Management: Scans documents into Laserfiche according to the department's electronic records management guidelines; creates new files and archives old files as required, closes maintenance requests in department database, maintains vendor certificate of liability insurance records. Maintains spreadsheets, databases as assigned.
- Primary administrative support with the coordination and documentation associated with events utilizing County property.
- Primary administrative support of Sortly software for logging and tracking of janitorial supplies.
- Attend meetings, training and seminars as required.
- Assists other staff with work duties as needed.
- Performs other job-related duties as requested.
Minimum Requirements to Perform the Work:
Education:
- Associate degree in business, plus clerical and computer training required OR, 5 years in full-time office/administrative environment with emphasis on clerical/accounting. Above average skill level in Microsoft Excel required.
Work Experience:
- 3-5 years' working experience, preferably in a fiscal or administrative environment. OR any acceptable combination of experience and/or training.
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County of Cumberland, Pennsylvania